Catlin Gabel School
Advancement Assistant
Portland, OR · Part-time
No sponsorshipDetected 12 days ago
LogisticsCustomer SupportCommunicationTime ManagementMicrosoft Office
About the role
- This role focuses on coordination, organization, and customer service, ensuring the smooth functioning of Advancement activities and daily office operations.
- Assist with event coordination tasks such as (but not limited to) scheduling, calendaring, space reservations, completing jotforms, ordering supplies, materials preparation, and setup/teardown.
- Assist with post-event follow-up, including surveys, reporting, and data tracking.
Responsibilities
- Manages time effectively by prioritizing tasks, meeting deadlines, and following through on assigned responsibilities.
- Balances multiple tasks with guidance and communicates proactively when support is needed or timelines shift.
- The Advancement Assistant provides administrative and operational support to the Advancement team, while also supporting part-time front desk operations.
- Provide day-of-event operational and hospitality support as needed.
- Support volunteer coordination (Sign-up, RVPify, Paperless Post) for events, including communication and tracking participation.
- Support and maintain volunteer safety clearance procedures and tracking for PFA badges and access cards ensuring accuracy and coordination with internal partners.
- Support student and faculty requests for alumni connection (CG Connect).
- Maintain and regularly update the Advancement team calendar to reflect key school events, deadlines, and activities relevant to Advancement priorities.
- Support Advancement team mailings, including preparing materials, and executing distribution for communications, invitations, and stewardship efforts.
- Order, track, and maintain office and event supplies, ensuring materials are available for daily operations and team needs.
Nice to have
- Demonstrates a strong desire to learn and grow in the role.
- Actively seeks to understand processes and improve performance over time.
- Willingness to participate in the fundraising process, required.
- Many interactions include confidential information.
- 1-2 years of experience in administrative support, office coordination, or similar role.
- Experience in a school or nonprofit environment is preferred.
- Strong organizational, communication, and customer service skills required.
- SUPERVISORY RESPONSIBILITIES This position does not supervise other employees.
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This listing is sourced directly from Catlin Gabel School's careers page and normalized into a canonical job model.